Kingston Removals Privacy Policy

This Privacy Policy explains how Kingston Removals collects, uses, stores and protects your personal data in connection with our removal and related services. It applies to all Kingston Removals customers and prospective customers in our service area, including individuals, households and business clients.

We are committed to complying with the United Kingdom General Data Protection Regulation and all applicable data protection laws. This Privacy Policy is intended to provide clear and transparent information about your rights and our obligations when we handle your personal information.

Scope and Who This Policy Applies To

This Privacy Policy applies to all personal data processed by Kingston Removals relating to:

Individuals who request a quote or make an enquiry about our services.

Customers who book and use our removal or related services.

Representatives and contact persons of business customers and suppliers.

Visitors who contact us through our online forms or other communication channels.

By engaging with Kingston Removals, you acknowledge that you have read and understood this Privacy Policy.

Personal Data We Collect

We collect and process different types of personal data depending on how you interact with us and which services you use. The categories of personal data we may collect include:

Identification and contact details, such as your name, postal address, service address, billing address, and contact details you provide.

Service-related information, such as details about the properties involved in the move, access information, inventory lists, instructions relating to the move, and any special requirements.

Contract and transaction information, such as records of quotes, bookings, contracts, invoices, payments and any communications relating to your contract with us.

Communication records, such as emails, messages and notes taken during calls or site visits, including any feedback or complaints you choose to provide.

Technical and usage data, including limited technical details collected when you visit our website, which may include your IP address, device details and basic usage information, to the extent necessary for security, performance and service improvement.

We do not intentionally collect sensitive personal data unless it is strictly necessary for the provision of services and you have provided it to us voluntarily, for example to notify us of any health-related issues affecting how we provide the service at your property.

How We Collect Your Data

We collect personal data in the following ways:

Directly from you when you request a quote, make an enquiry, book a service, or communicate with us by phone, in person, or through our online forms.

Automatically when you visit our website, through basic technical logs and necessary cookies or similar technologies, to ensure security and functionality.

From third parties where lawful and relevant, such as business partners or referral sources, for example if a relocation agent or landlord provides your details to coordinate a move with your knowledge.

Lawful Basis for Processing Your Data

We only process your personal data when we have a lawful basis to do so under the UK GDPR. Depending on the context, the lawful basis will usually be one or more of the following:

Contract: We process your data when it is necessary to enter into or perform a contract with you, such as providing a quote, confirming a booking, delivering removal services and handling payments.

Legal obligation: We process certain data to comply with legal and regulatory requirements, for example for tax, accounting and insurance purposes, or to respond to lawful requests from public authorities.

Legitimate interests: We process data when it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include managing our relationship with you, improving our services, ensuring the security of our operations and preventing fraud.

Consent: In limited circumstances where neither contract, legal obligation nor legitimate interest applies, we may ask for your consent, for example for certain direct marketing communications. Where we rely on consent, you can withdraw it at any time.

How We Use Your Personal Data

We use your personal data for the following purposes:

To provide quotes, respond to enquiries and assess your service requirements.

To plan, organise and carry out removals and related services safely and efficiently.

To prepare and manage contracts, invoices and payment records.

To communicate with you about bookings, service updates and any issues that may affect your move.

To manage customer accounts, handle queries, feedback and complaints.

To comply with legal, regulatory and insurance requirements.

To maintain business records, perform internal reporting and improve our services.

To protect our business, our customers and our staff, including fraud prevention, security and the resolution of disputes.

Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal and regulatory obligations.

In general, we retain contractual and accounting records for the period required under applicable tax and accounting laws. Service-related records may be kept for a reasonable period after your move to deal with any follow-up queries, claims or complaints.

Once the relevant retention period has expired, or when we no longer need your data for the purposes described, we will either securely delete it or irreversibly anonymise it so that you can no longer be identified.

Data Sharing and Processors

We do not sell your personal data. We may share your personal data with trusted third parties where necessary for the purposes set out in this Privacy Policy and always in accordance with data protection law.

Third parties who may receive your data include:

Service providers acting as processors who support our operations, such as information technology, hosting, administration, accountancy, or secure document storage providers.

Professional advisers, such as insurers, lawyers and auditors, to the extent necessary for managing risk, handling claims or obtaining professional advice.

Other parties involved in delivering the service where you instruct us to do so or where reasonably necessary, for example certain subcontractors or specialists assisting with large or complex moves.

Public authorities, regulators or law enforcement agencies where we are legally required or permitted to share data.

Where we use processors to handle personal data on our behalf, they are only permitted to process your data in accordance with our instructions and are required to implement appropriate security measures.

International Data Transfers

Our services are primarily provided within the United Kingdom. If it ever becomes necessary to transfer your personal data outside the United Kingdom, we will ensure that an adequate level of protection is in place, for example by using appropriate safeguards recognised under data protection law.

Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. These measures include restricted access to personal data, secure storage arrangements and protection of our systems and records.

While we take reasonable steps to safeguard your data, no system can be guaranteed as completely secure. We continually review our security measures and adjust them in line with legal and technological developments.

Your Data Protection Rights

Under the UK GDPR, you have certain rights regarding the personal data we hold about you. These may include:

The right of access: You can request a copy of the personal data we hold about you and information about how we use it.

The right to rectification: You can request correction of inaccurate or incomplete personal data.

The right to erasure: In certain circumstances, you can ask us to delete your personal data, for example where it is no longer needed for the purposes for which it was collected.

The right to restriction of processing: You can ask us to restrict the processing of your data in certain situations, for example while we verify its accuracy.

The right to data portability: Where our processing is based on your consent or on a contract and carried out by automated means, you can request that we provide your data in a structured, commonly used format or transfer it to another controller where technically feasible.

The right to object: You can object to processing based on our legitimate interests, including certain forms of direct marketing. We will then stop processing your data unless we have compelling legitimate grounds to continue or where it is needed for legal claims.

Where we rely on your consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

How to Exercise Your Rights

If you wish to exercise any of your data protection rights, or if you have questions or concerns about how we handle your personal data, you can contact Kingston Removals using the usual contact details on our website or service documentation. We may need to verify your identity before responding to certain requests to ensure your data is protected.

We aim to respond to all valid requests within one month, although this period may be extended where permitted by law, for example if your request is particularly complex.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business operations or legal obligations. The most current version will always apply to the processing of your personal data. We encourage you to review this Privacy Policy periodically to stay informed about how Kingston Removals protects your information.